About this role
*JOB SUMMARY*
Quattro Constructors, a Vancouver-based civil infrastructure firm, is seeking a highly organized and proactive Administrative Assistant to support its Corporate Services and Senior Leadership Team. This full-time, in-office position is ideal for an administrative professional who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in keeping operations organized and running efficiently.
The successful candidate will play a key role in coordinating administrative activities, managing documentation and communications, scheduling meetings and events, preparing professional correspondence, and supporting a variety of corporate initiatives. Acting as a trusted administrative resource, this role helps streamline day-to-day operations, enabling senior leaders to focus on strategic priorities while ensuring a high level of organization, professionalism, and service across the business.
This position offers exposure to a broad range of corporate functions within a growing civil infrastructure company, including executive administration, human resources, marketing and communications, and business operations, with opportunities for professional development and long-term growth.
*ESSENTIAL SKILLS & RESPONSIBILITIES*
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
*Corporate Support*
* Provide general office support, including answering phones, processing messages, assisting with IT setup, filing documents, distributing mail, coordinating courier/messenger services, and preparing and sending packages; * Oversee office operations, including placing supply and equipment orders, managing deliveries and inventory, maintaining office cleanliness, coordinating maintenance work, and supporting office-related needs. * Support project administration by preparing, organizing, filing, and distributing project documentation such as correspondence, reports, drawings, permits, safety records, meeting minutes, RFIs, submittals, and closeout materials; * Maintain project and vendor information in internal systems, ensuring records are accurate, current, accessible, and aligned with company document control practices; * Support project and field teams with administrative tracking for training, safety documentation, site access requirements, onboarding materials, and other compliance-related records; and * Prepare and maintain spreadsheets, trackers, reports, presentations, and other administrative tools to support operational visibility, deadlines, and project follow-up.
*Marketing and Communications*
* Create, coordinate, implement, and maintain internal and external marketing and communications materials, including social media content, website updates, company newsletters, merchandising, graphics, and templates, consistent with branding guidelines; and * Quattro-fy and update resumes, project profiles, and related marketing or proposal-support materials as needed.
*Social Media*
* Manage social media platforms, including maintaining the social media calendar, coordinating content, scheduling regular posts, and sending posts for approval from internal and external stakeholders; and * Analyze social media metrics and adjust efforts to optimize platform performance; and * Engage with social media comments, mentions, and competitors? and partners? posts from Quattro accounts.
*Events*
* Coordinate and execute company events, including corporate functions and team-building activities, by liaising with stakeholders and vendors to confirm availability, pricing, logistics, communications, materials, and on-site requirements; and * Track and manage event budgets, expenses, and related approvals.
*Executive Support ?*
* Provide executive administrative support to Senior Leadership, ensuring the seamless flow of daily activities, priorities, communications, and follow-up items; * Coordinate internal and external meetings, calls, staff meet